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Probity guidance and application

Get to grips with probity and the basic principles of it within procurement

What is probity?

Probity is the evidence of ethical behaviour in organisational processes, adhering to the standards of integrity, transparency, and honesty. Probity aims to maintain the integrity of organisations by avoiding improper practices and minimising conflict.  

 

What is probity in procurement?

Probity in procurement is the consideration of ethical needs and issues in every stage of the procurement lifecycle, from supplier sourcing through to contract management. It is a fundamental part of every procurement project and activity. It ensures if any probity concerns are raised, the proper ethical processes are followed, and the organisation can appropriately address the issues raised.  

 

What are the principles of probity?

The principle of probity is the practice of acting ethically and fairly to all suppliers and partners. The principles are:

  • Fairness, impartiality, and integrity
  • Accountable and transparent
  • Trustworthy and lawfulness
  • Managing conflicts of interest
  • Managing sensitive and confidential information

These are demonstrated through transparent processes, auditable records, and independent checks and should all be integrated into procurement planning. If any probity issues do emerge, it’s important that an organisation can demonstrate decisions were made ethically and probity issues addressed at the time of occurrence.

 

How to apply probity

It’s best to apply probity with simple, ethical, and transparent procurement processes, that are understood by the procurement function and suppliers who are participating in the process. As different procurement projects have different needs, complexity, value, and risk, it may be necessary to add more independent oversight to cater to the process management of each.

Here are some practical examples for applying probity:

  • Use powers responsibly
  • Strive to earn and sustain trust across the organisation
  • Make sure everyone knows their responsibilities and are accountable for their actions
  • Ensure all suppliers are provided with the same information
  • Create clear and effective governance arrangements
  • Maintain an audit trail through the procurement process
  • Identify the need to engage a probity practitioner
 

Probity practitioner in the procurement process

If your procurement is complex, you might want to think about engaging with a probity practitioner. Probity practitioners are independent from the process and offer an objective and impartial view. They also have no conflicts of interest, allowing them to be proficient and an asset to the procurement process. There are two type of probity practitioner roles:

  • Probity auditor: A probity auditor works independently to the procurement team and will report on how regulations and standards are followed. They will also attend meetings to gather evidence if needed.
  • Probity adviser: A probity adviser advises on compliance and any other government policies. They will undertake tasks on behalf of the procurement team and will offer guidance throughout the process.

Overall, the benefits of having a probity practitioner are as follows:

  • Pro-active with managing probity issues
  • Independent third party to provide an objective view
  • Identifies any probity issues and risks
  • Provides advice on what to do and how to respond to issues
  • Gives suppliers confidence of the procurement process
  • Ensures staff meet the highest standards

Ethical procurement

Ethical supply chain management is becoming an important issue, as questions around ethical practice is increasingly being highlighted in the media. Here we explore the ten common components for ethical procurement. Find out more about Ethical Procurement

Ethics key themes

Ethics Ethical procurement
Procurement audit Modern slavery

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